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RECRUITMENT POLICY AND PROCEDURE

November 2006 Review date: April 2007


AIDS EMPLOYMENT POLICY
RECRUITMENT POLICY

Policy Reference: HR/06/018

Approval Distribution
Board Organisation
Wide

Date Nov 2006 Dec 2006

Purpose To provide the Trust with a policy on the


recruitment of staff

Policy Application Organisation wide

Author Chief Executive (through East Dorset


Management Services Agency)

Date of Review Previously in use by Poole Primary Care Trust


and Bournemouth and Poole Primary Care Trust.
Adopted and approved by Bournemouth and
Poole Primary Care Trust in November 2006

Equality Impact Assessment Yes

Responsibility for implementation All Directors in Bournemouth and Poole Primary


Care Trust

Policy Statement It is the responsibility of staff at all levels to


ensure that they are working to the most up to
date and relevant policies and procedures. By so
doing, the quality of services offered will be
maintained and the chances of staff making
erroneous decisions, which may affect patient,
staff or visitor safety will be reduced.

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BOURNEMOUTH AND POOLE PRIMARY CARE TRUST

RECRUITMENT POLICY AND PROCEDURE

TABLE OF CONTENTS

PAGE

1. GENERAL PRINCIPLES 1

2. VACANCIES 1

3. RECRUITMENT ADVERTISING 1

4. SHORTLISTING FOR INTERVIEW 1

5. INTERVIEWS 2

6. REFERENCES 3

7. OCCUPATIONAL HEALTH SCREENING 3

8. APPOINTMENT 3

9. LEAVERS 3

10. MONITORING AND REVIEW

APPENDICES

A JOB DESCRIPTION

B PERSON SPECIFICATION

C ADVERTISEMENT REQUEST FORM

D ADVERTISING COPY – YOUR 10 POINT PLAN

E MEDIA COPY DEADLINES

G INTERVIEW ASSESSMENT FORM

I CONFIDENTIAL REFERENCE

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PAGE

K NEW STARTER ADDITIONAL PERSONAL INFORMATION

L NOTIFICATION OF TERMINATION OF EMPLOYMENT

M LEAVERS QUESTIONNAIRE

N FITNESS TO PRACTISE DECLARATION

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RECRUITMENT POLICY AND PROCEDURE

1. GENERAL PRINCIPLES

1.1 This policy sets out the criteria, procedures and documentation for fair, timely and cost-
effective recruitment of staff and takes account of current legislation relating to equal
opportunities, data protection, rehabilitation of offenders, and Department of Health
guidelines.

Advertising vacancies

1.2 All vacancies will be advertised at least internally in the fortnightly Job Vacancy Bulletin
in accordance with each Trust’s agreement with the Trade Unions. Vacancies may also
be advertised in external media of the recruiting manager’s choice.

Disclosure

1.3 Applicants for all posts which involve direct contact with children and young people and
which fall within the service areas set out in the Paedophile Policy will be required to
apply for a criminal records Disclosure from the Criminal Records Bureau before an offer
of employment can be considered. Applicants for posts working with other vulnerable
groups as defined by the Rehabilitation of Offenders Act (1972) may also be required to
apply for a Disclosure following individual assessment of the post/s in question. All
shortlisted applicants will be provided with full details of the Disclosure process.

1.4 The requirement for Disclosure must be included in advertisement copy and recruitment
material, e.g. job description.

Immigration

1.5 All applicants will be required to provide documentary evidence of their entitlement to
work in the UK before an offer of employment can be considered. Applications for Work
Permits will be made by the EDMSSA HR Department on behalf of non-European
Community nationals under consideration for posts defined by the Home Office as
‘shortage occupations’.

Equal Opportunities

1.6 All Trusts uphold the commitment to equality of opportunity for both prospective and
existing staff. All advertisement text and recruitment material will be monitored by the
EDMSSA HR Department to ensure compliance with equal opportunities principles and
legislation. In addition, equal opportunities compliance will be monitored at both the
shortlisting and selection stages of the recruitment process.

1.7 All Trusts have signed a commitment to act positively towards disabled people and are
permitted to use the Two Ticks logo in recruitment advertisements and material. As part
of this commitment all disabled applicants who meet the person specification for a post
will be guaranteed an interview.

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1.8 Equal Opportunities monitoring data will be taken from the application form and input to
the Human Resources database. Quarterly monitoring reports will be submitted to the
Equality Action Group.

Professional Registration/Fitness to Practise

1.9 Prospective employees for all qualified nursing, allied health profession and medical
posts will be required to provide documentary evidence of current registration with the
relevant professional/regulatory body at the interview stage. The EDMSSA HR
Department will check prospective employees’ registration with the relevant professional
body before an offer of employment is confirmed. In addition, prospective employees
who are required to be registered with a professional/regulatory body as a condition of
their employment will be required to complete and sign a Fitness to Practise Declaration
before any offer of employment is confirmed (Appendix N).

Media Ordering

1.10 All recruitment advertisements will be placed in appropriate media via a contracted
advertising agency which will negotiate and pass on discounted price rates to the Trusts
to ensure cost effectiveness is maximised.

Minimum Appointment Criteria

1.11 The minimum criteria for appointment are:

• a formal interview carried out by at least two people;

• at least two satisfactory references (three for medical staff), one of which must be
provided by the current/most recent employer/tutor;

• Occupational health clearance.

1.12 Additionally, appointment may be subject to:

• a criminal records Disclosure;

• confirmation of professional registration and Fitness to Practise Declaration;

• psychometric/skills testing;

• a formal presentation on a job-related subject;

• external assessment;

• workplace observation.

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Human Resources Department

1.13 The Human Resources Department of East Dorset Management Support Services
Agency (EDMSSA) will co-ordinate and administer the advertising and recruitment of
staff on behalf of Dorset HealthCare NHS Trust, Bournemouth Primary Care Trust,
Poole Primary Care Trust and South & East Dorset Primary Care Trust. Members of the
department are available to give advice and guidance on all aspects of the staff
recruitment process as required and will also participate in interview panels/recruitment
exhibitions by request.

Induction

1.14 All new joiners will be required to attend the Trust’s one day Induction programme and
work through the Workplace Induction Checklist. A copy of the Trust’s Induction Policy
and Checklist is available on request from the Human Resources Department.

Users and Carers on Interview Panels

1.15 Users and Carers can provide valuable input to recruitment interview panels. The Trust
has developed a policy which provides a framework for Users and Carers who, subject
to Training, may sit on recruitment interview panels. A copy is available on request from
the Human Resources Department.

Recruitment and Selection Training

1.16 All recruiting managers are encouraged to attend the Recruitment and Selection Training
Course run by the Training and Development Centre. It provides updates on
employment legislation and the opportunity to gain first hand experience of the
recruitment and selection process.

2. VACANCIES

2.1 Before a new post is advertised a job description including the job title, grade,
accountability/reporting relationships, job purpose, duties, responsibilities and conditions
of the post, and a person specification describing the essential and desirable skills,
experience, qualifications and attributes of the ideal post holder must be compiled.

2.2 Before advertising an existing post which has become vacant the existing job description
and person specification should be reviewed and amended where necessary to ensure
each accurately reflects the post. The composition and skill mix of the team may also be
reviewed at this time.

2.3 To maximise the attractiveness of the post, consider whether flexible working
arrangements can be offered, e.g. part-time hours, jobshare, term-time only working,
annualised hours, flexible shift rotas, and so on.

2.4 Determine the need for a criminal convictions Disclosure by reference to the Paedophile
Policy or specific needs of the post/service.

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2.5 Wherever possible, nominate a member of staff to be available to deal with informal
enquiries and/or visits relating to the post and ensure that their name and telephone
number is published in recruitment advertisement/s.

2.6 Documentation: Template job description (Appendix A) Template person specification


(Appendix B)

3. RECRUITMENT ADVERTISING

3.1 Advertisement copy for both internal and external publication must be submitted by the
recruiting manager to the HR Department on an Advertisement Request Form specifying
the required media and section. Advertisement copy should be concise and easy to
read. Advertising space is expensive therefore unnecessary or repetitive detail should be
avoided. See Appendix D for advertisement copywriting guidelines.

3.2 An up-to-date copy of the job description and person specification must accompany the
Advertisement Request Form on submission to the HR Department. Supplementary
information relating to the job, service, etc., is also recommended.

3.3 Application packs will contain a minimum of:

• a covering letter;

• an application form;

• job description and person specification;

• a guide to the recruitment process;

• Trust recruitment guide (when available, for qualified posts only);

• where appropriate, information relating to the Disclosure service.

3.4 Additionally, recruiting managers are encouraged to provide:

• supplementary job/service information.

3.5 Delays in providing essential application pack items mean that applicants will be kept
waiting – this gives a negative impression of the Trust and may affect an applicant’s
decision to apply. Managers should ensure that all pack items are provided well in
advance of publication date and that sufficient copies of brochures, leaflets, etc. are
made available.

3.6 Application packs will normally be mailed to applicants within one working day of the
request.

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3.7 In addition to information relating to the job, all advertisements must contain job title and
grade (where applicable), salary, location, tenure and working hours plus the name and
telephone number of a nominated individual who has agreed to deal with informal
enquiries and/or visits. Additionally, information relating to flexible working arrangements
and benefits such as staff canteen, free parking, eligibility for relocation expenses, final-
salary pension, should be included together with any requirement for a criminal records
Disclosure or use of a car.

3.8 The HR Department will monitor all advertisement text to ensure compliance with equal
opportunities legislation. For example, job titles such as District Nursing Sister must not
be used as it suggests that only females may apply – however District Nurse or District
Nursing Sister/Charge Nurse would be acceptable. Where there may be a genuine
occupational requirement for single sex applicants, please seek advice from the HR
Department.

3.9 All vacant posts must be advertised at least internally in the Job Vacancy Bulletin which
is published fortnightly on a Thursday. The copy deadline to the HR Department for
inclusion in the Job Vacancy Bulletin is 5.00 pm on the Monday preceding publication.

3.10 Copy deadlines for the most commonly used external media are attached at Appendix E.

3.11 Unless otherwise specified by the recruiting manager, a closing date of two weeks
following publication date will be applied to each vacancy. Closing dates of less than 10
working days are not recommended as applicants may not have sufficient time to obtain,
complete and return an application form.

3.12 Wherever possible, the interview date should be included in the advertisement. This
gives applicants the maximum opportunity to ensure that they will be available on the
specified day.

3.13 The recruiting manager is responsible for funding advertisement costs. EDMSSA is
invoiced on a monthly basis and these costs will be broken down by vacancy and media
and recharged to managers one month in arrears.

3.14 Documentation: Advertisement Request Form (Appendix C).

4. SHORTLISTING FOR INTERVIEW

4.1 On the day following the published closing date a file containing all completion
application forms and CV’s received will be made available to the recruiting manager via
the despatch method they nominated on the Advertisement Request Form. Late
applications will be forwarded on a daily basis.

4.2 Each application should be considered against the person specification and the
applicant shortlisted for interview or rejected accordingly.

4.3 Applicants who are not shortlisted for interview will not be formally notified. All
applicants are made aware in the covering letter included in the Application Pack that,
for reasons of cost, rejection letters will not be sent and that they should assume that
they have not been shortlisted for interview if they have not received an invitation to
interview within 4 weeks of the closing date.

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4.4 The applications file will contain a yellow Shortlisting Form. Once a shortlist for interview
has been compiled the recruiting manager should list each applicant on the reverse of
the Shortlist Form, indicate whether or not they have been shortlisted, and if not
shortlisted enter a reason code from the list provided. The reason code will be used to
feed back to any non-shortlisted applicants who contact the HR Department and also for
equal opportunities monitoring purposes. The interview date, time of the first interview,
length of each interview, name and address of the interview panel and any special
requirements (e.g. psychometric/skills testing, presentation) should be completed on the
front of the Shortlist Form which should be returned to the recruiting manager’s
designated HR Assistant without delay.

4.5 Managers should allow ample time between the receipt of the shortlist in the HR
Department and the interview date to allow for mailing of interview invitation letters and
for references to be applied for and received. It is good practice to allow applicants at
least 5 working days from receipt of the interview letter to the date of the interview to
enable them to make arrangements to attend, therefore the designated HR Assistant
should receive the shortlist at least 7 working days prior to the interview date.

4.6 Internal applicants will receive equal consideration with any external applications
received.

4.7 Disabled applicants who meet the person specification must be shortlisted for interview
in accordance with each Trust’s ‘Positive about Disabled People’ commitment. The HR
Department will provide advice on request relating to reasonable adjustments and
special equipment which may be required if a disabled applicant is appointed.

4.8 The Trust is keen to support “New Deal” applicants who are referred to the Trust via the
Job Centres.

4.9 Documentation: Shortlist Form (Appendix F)

5. INTERVIEWS

5.1 It is the recruiting manager’s responsibility to convene the interview panel. All interview
panels must comprise no less than two people. The chair of the interview panel will be
responsible for all aspects of the recruitment process.

5.2 Each interview panel member will be sent an Interview Pack by the HR Department
containing:

• copies of all application forms, CV’s and additional information;

• a set of Interview Assessment Forms;

• a copy of the job description and person specification;

• information relating to pay and conditions.

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5.3 The recruiting manager will receive the original application forms and application file
together with any references received up to despatch; a copy will be retained in the HR
Department. Further references received will be faxed to the recruiting manager on the
day of the interviews.

5.4 The recruiting manager will also receive an Interview Check List for each candidate
which must be completed and returned to the HR Department with the applications file
once the interviews have taken place.

5.5 The recruiting manager must ensure that a suitable interview room is pre-booked and
that any equipment required for applicant presentations, e.g. overhead projector,
Powerpoint projector, flip chart/pens, is available and in working order. It is good
practice to provide drinking water for both candidates and panel.

5.6 The recruiting manager must ensure that sufficient time is allowed for each interview and
for the checking of documentation (e.g. identity documents, professional registrations).
A minimum of 30 minutes per candidate is recommended. As interviews may run over
the allotted time, one or more breaks of at least 15 minutes part way through are
recommended so that later candidates are not kept waiting for long periods.

5.7 Panel members should ensure that each candidate is asked the same basic set of
questions and that no questions are asked which could be considered discriminatory,
offensive and/or irrelevant to the job being interviewed for.

5.8 Panel members must complete an Interview Assessment Form for each candidate and
score each individual’s performance, writing notes as appropriate. Candidates have the
right, under the Data Protection Code, to see all interview notes, including annotations
made on application forms/CVs, therefore shortlisting managers/interviewers should
exercise tact and discretion when making notes. Interview Assessments may form the
basis of any feedback given to unsuccessful applicants. They are held on file in the
Human Resources Department for six months.

5.9 In addition to the main body of questioning, the recruiting manager should ensure that
the following areas are covered during the interview:

• candidate availability/notice required;

• checking of identity/immigration documents and photocopies taken;

• checking of professional registration evidence (if appropriate) and a photocopy


taken;

• grade, salary, contract hours, location and tenure of post;

• method of communication to successful and unsuccessful candidates, e.g.


telephone/letter, and timescale;

• other posts which may be available for which the candidate may be considered
(as appropriate);

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• the requirement for Disclosure (if applicable), and the candidate’s understanding
of the requirement and process;

• main terms and conditions of employment, including probation;

• staff benefits, e.g. final-salary pension, canteen facilities, parking, Childcare


Vouchers, relocation expenses;

• process for ‘successful’ applicant, i.e. that they will receive verbal and written
confirmation that they have been successful at the interview stage but that no
formal offer of employment can be considered until all recruitment formalities
have been completed and assessed, i.e. interview, references, and health
screening and, where appropriate, presentation content, test results, and/or
Disclosure.

5.10 Applicants who are not successful at interview will be notified in writing by the HR
Department.

5.11 Travel expenses, at Public Transport Rate, may be claimed by NHS employees for the
journeys to and from interview. In addition, reasonable overnight accommodation
expenses (the cost of bed and breakfast) may be claimed where it would be
unreasonable to expect a candidate to drive a long distance on the interview day. A
preferential bed and breakfast rate has been agreed with a central Bournemouth hotel;
reservations can be made on behalf of candidates by the HR Department and the costs
invoiced direct to EDMSSA. Expenses will be reimbursed for the interview candidate
only; expenses are not payable for partners or family members travelling at the same
time unless the recruiting manager has agreed to this in advance.

5.12 Documentation: Interview Assessment Form (Appendix G) Interview Check List


(Appendix H).

6. REFERENCES

6.1 All appointments are subject to a minimum of two satisfactory references.

6.2 References will be applied for, in writing, by the HR Department prior to interview unless
a candidate has withheld permission to contact a referee/s until after interview.

6.3 All references received prior to the interview date will be forwarded to the recruiting
manager, either by internal/external mail, or faxed on the day.

6.4 All references are requested in the strictest confidence and their content should not be
disclosed to an interview candidate without the express permission of the referee.
Internal candidates are not entitled to see references written by the current employer, i.e.
the Trust.

6.5 The recruiting manager should confirm with each interview candidate that the name of
the referee given on the application form as the current/most recent employer is/was the
candidate’s direct line manager. If a different name is subsequently provided, the
recruiting manager should notify the HR Department who will request a further
reference.

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6.6 Where a written reference is applied for but not received, a verbal reference may be
sought, either by the recruiting manager or a member of the HR Department. Detailed
notes of the referee’s comments must be made and signed and dated by the person
taking the reference. The referee will be requested to confirm his/her comments in
writing.

6.7 Documentation: Reference Form (Appendix I)

7. OCCUPATIONAL HEALTH SCREENING

7.1 All appointments are subject to written confirmation from the Occupational Health
Department that the candidate is fit for the post applied for.

7.2 All shortlisted applicants will receive an Occupational Health Questionnaire which they
are required to complete, seal inside a confidential envelope provided, and return to the
HR Department.

7.3 Once the name of the preferred applicant is notified, following interview, to the HR
Department, his/her Health Questionnaire will be passed to the Occupational Health
Department for screening.

7.4 Applicants may be declared occupationally fit by the Occupational Health Nurse from an
examination of the Health Questionnaire. If Occupational Health Nurse identifies
anything in the medical history which she believes requires further investigation, she will
ask the applicant to be seen by the Occupational Health Advisor.

7.5 All completed Occupational Health Questionnaires must remain sealed in the
confidential envelope until received in the Occupational Health Department and may
only be viewed by Occupational Health Department staff in the course of their normal
duties. EDMSSA complies

8. APPOINTMENT

8.1 Once all recruitment formalities are satisfactorily completed, the recruiting manager must
complete an Appointment Confirmation Form (PPS1) and forward to the HR Department.
No offer of employment will be confirmed until the PPS1 has been issued.

8.2 For professional staff, the HR Department will confirm with the relevant professional
body that the successful candidate is has current registration, prior to issuing a letter of
offer, and record the expiry date of registration. In addition, all staff who are required to
be registered with a regulatory body in order to practise will be required to complete and
sign a Fitness to Practise Declaration in accordance with Health Service Circular
2002/008.

8.3 An offer of employment will be made to the successful candidate by the HR Department,
in writing, and he/she will be required to sign and return a copy of the letter as
acceptance of the offer. The offer letter will include:

• job title and grade;

• contract basis, i.e. full-time, part-time or Bank/Locum;

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• contract hours;

• commencing salary;

• start date;

• location;

• tenure;

• an Induction Programme and date for attendance;

• an NHS Pension Scheme information pack;

• an additional personal information form (PPS2);

• a copy of the job description relating to the post;

• an Inland Revenue P46 form;

• a Food Handler’s leaflet for those employees who will handle food during the
course of their employment;

• information about Trust benefits.

8.4 A three-part Contract of Employment will be issued by the HR Department and


forwarded to the recruiting manager. Wherever possible, the contract will be issued to
coincide with the employee’s commencement date. In any event the contract will be
issued within 8 weeks of commencement.

8.5 The manager and the new employee must sign all three copies – one white copy should
be retained in the employee’s personal file; the second white copy is for the employee’s
retention; the third (green) copy should be returned to the HR Department as
confirmation that the new employee has commenced in post. Unsigned contracts
relating to appointees who do not take up their post must be returned to the HR
Department for cancellation and retention.

8.6 All new joiners are required to attend a one-day Trust Induction Course where they
receive an introduction to the services the Trust provides and its philosophies, aims and
values. Courses are run on a monthly basis and new staff are routinely booked, by the
Human Resources Department, on the next available date following their
commencement date. New staff also receive their Trust identification badge at
Induction. In addition, each new employee will receive a comprehensive Workplace
Induction the content of which is recorded on a Workplace Induction Record and
retained on their personal file.

8.7 It is the recruiting manager’s responsibility to ensure that any relocation expenses are
discussed and agreed with the applicant as part of the offer of employment package.
Advice on relocation expenses is available from the Assistant Director of Human
Resources.

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8.8 A personal file for the new employee will be compiled and forwarded to the recruiting
manager for retention, containing:

• original application form/CV;

• original references;

• health clearance document;

• copies of all correspondence.

8.9 Documentation: Appointment Confirmation Form (PPS1) (Appendix J) Additional


Personal Information Form (PPS2) (Appendix K)

9. LEAVERS

9.1 Following receipt of written notice of termination of employment from an employee the
line manager must complete a Notification of Termination of Employment Form (SR4)
which must be forwarded to the Human Resources Department for action.

9.2 The Human Resources Department will terminate the employee’s record on the HR
database and forward the SR4 to the Payroll Department for completion of the
termination process.

9.3 The manager should conduct an exit interview with the employee to formally mark the
end of his/her service and to explore reasons for leaving.

9.4 The manager must ensure that all Trust property is recovered from the employee by the
end of the last working day.

9.5 The Human Resources Department will forward an Exit Questionnaire to all employees
leaving Trust employment and will conduct exit interviews, at the request of the
employee, if the employee prefers not to discuss reasons for leaving with their line
manager. Exit Questionnaires and Interviews will be analysed on a quarterly basis.

9.6 Documentation: Notification of Termination of Employment (SR4) (Appendix L) Exit


Questionnaire (Appendix M)

10. MONITORING AND REVIEW

10.1 This policy will be monitored by the Combined Staff Forum and reviewed annually.

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